LIFELONG LEARNING PROGRAMME

Leonardo da Vinci
TRANSFER OF INNOVATION
Supplement for the electronic Application Form 2013
1.

PARTNER ROLES

In the sections for partners C.1.1 - C.x.1 of the application form applicants are requested to select the
roles of the organisations participating in the consortium, in the project respectively. Those roles are
pre-defined by the LLP Dictionary.
The applicant organisation can select two roles:
Applicant Organisation: that means that the organisation signs the application form and any other
documents should they be required from the applicant and, should the proposal be selected, will sign
the grant agreement but will not coordinate/manage the project.
Applicant Coordinator: that means that the organisation signs the application form and any other
documents should they be required from the applicant and, should the proposal be selected, will sign
the grant agreement and will also act as the coordinator of the project.
For the partner organisations the applicant can select three roles:
Management Co-ordinator: if the applicant organisation will not coordinate/manage the project, if
selected, then a partner has to assume the role of management co-ordinator.
Core partner: this is a partner which due to its particular and high expertise and capacity is crucial for
the achievement of the project objective/s - without being the management coordinator.
Associated partner: this is a partner which plays a less crucial role in the project implementation but
has been included in the consortium either for some very specific tasks or because the organisation
ensures socio-economic support (associations, NGOs, etc.) or political support (authorities, social
partners, etc.) to the project.
Ineligible partner: this is a "silent partner" which does not fulfil the eligibility criteria of the LLP
programme and therefore cannot receive any Community funding. But it happens that such
organisations are nevertheless included in consortia, for example, for their very specific experience.

2.

LETTER OF INTENT

Partner organisations must provide letters of intent on their own official paper.
The letter must not be hand-written and it must indicate:

the title of the proposal

reference to project objective

a brief description of the partner's role

the partners financial undertaking

a declaration of honour that the partner organisation is not involved with very similar or
identical work packages in other applications under the LLP call for proposals 2013.

It must bear:

the date

the original signature of an authorised person and her/his position within the organisation
For eligibility purposes, proposals must include letters of intent from the obligatory minimum
number of partners.
Faxed or scanned versions of letters of intent can be accepted at application stage provided that at
contracting stage the originals are available.

3.

OTHER ADMINISTRATIVE AND SUPPORTING DOCUMENTS

If not a public body1 and the grant request exceeds EUR 25.000, the applicant organisation must
submit the following documents attesting to their financial capacity:
For grants below or equal to EUR 60.000:
a declaration on their honour
For grants exceeding EUR 60.000:
a declaration on their honour and
one copy of the profit and loss account and the balance sheet for the last financial year for
which the accounts were closed
for newly created entities, the business plan might replace the above documents
In the event of an application regrouping several co-beneficiaries (consortium), the
above thresholds apply to each co-beneficiary.

4.

NOTICE FOR SUBMISSION

Electronic submission only is not sufficient. If no paper copy of the electronic application is duly filled
and signed and sent before the deadline, the application is not eligible. According to the LLP Guide
2013 Part I, page 18, the postmark date is the criterion to indicate whether an application was
submitted by the deadline.

Public body: For the purpose of this call, all schools and higher education institutions specified by the participating
countries and all institutions or organisations providing learning opportunities which have received over 50% of their
annual revenues from public sources over the last two years or which are controlled by public bodies or their
representatives, are considered as public bodies.

5.

RATES FOR THE FINANCIAL TABLES

Table 1: Maximum eligible daily rates for staff costs

Please read also carefully the section '4. Financial Provisions' in the 'LLP Guide 2013 Part I: General
Provisions'. Table 5a on page 45 of this document shows the maximum eligible daily rates (in EUR)
for staff costs for Transfer of Innovation projects. That means that staff rates can be lower than those
in the table but cannot be higher.
For the calculation of staff costs of partners you must use those rates that the National Agency of the
country of the respective partner has published for its own country.
Example: your partners come from country A, B, C and D. For partner A you use the staff rates for
country A published by the National Agency A, for partner B you use the staff rates for country B
published by National Agency B, for partner C you use the staff rates for country C published by NA C,
and for partner D you use the staff rates for country D published by National Agency D.
For the calculation of staff costs of your own organisation you must use those rates that the National
Agency of your own country has published.
Please find on the next page the rates that have been set by the individual National Agencies. The
countries in bold are those that have set lower maximum rates than those that the European
Commission has published in the LLP call for proposal 2013. Those rates that are lower than the EU
maximum rates are also in bold. All other National Agencies apply the EC maximum staff rates of the
LLP call 2013.
Please note that the eForm checks these rates accordingly.

Country

Belgique/Belgie BE Belgium
Balgarija
BG Bulgaria
esk republika CZ Czech Rep.
Danemark
DK Denmark
Deutschland
DE Germany
Eesti
EE Estonia
Ellas
EL Greece
Espaa
ES Spain
France
FR France
Eire
IE Ireland
Italia
IT Italy
GCASC
CY GCASC
Latvija
LV Latvia
Lietuva
LT Lithuania
Luxembourg
LU Luxembourg
Magyarorszg
HU Hungary
Malta
MT Malta
Nederland
NL Netherlands
sterreich
AT Austria
Polska
PL Poland
Portugal
PT Portugal
Romania
RO Romania
Slovenia
SI Slovenia
Slovensk rep.
SK Slovakia
Suomi/Finland
FI Finland
Sverige
SE Sweden
United Kingdom GB United Kingdom
Island
IS Iceland
Liechtenstein
LI Liechtenstein
Norge
NO Norway
Hrvatska
HR Croatia
Schweiz
CH Switzerland
Trkiye
TR Turkey

Manager

460
67
134
398
419
102
279
321
435
309
454
316
78
75
496
107
119
310
449
109
167
124
240
121
368
360
355
338
449
440
170
478
141

Researcher
Teacher
Trainer
360
60
110
340
310
75
218
212
351
328
298
217
63
62
349
86
99
271
302
86
117
95
182
98
255
303
334
219
302
345
154
354
90

Technical Administrative

240
46
80
277
221
59
157
163
257
239
200
142
50
47
282
65
74
215
244
66
79
74
146
86
196
250
231
193
244
311
123
252
59

214
31
58
217
203
42
122
117
193
178
174
96
38
34
220
44
58
170
194
49
50
47
92
70
163
192
158
151
194
239
78
232
38

The four categories of staff in the table are defined as follows:

Manager
This staff category includes legislators, senior officials and managers (Staff Category 1 of the ISCO2-88
(COM)).
Researcher, Teacher, Trainer

International Standard Classification of Occupations

This staff category includes science, health, teaching and other professionals (Staff Category 2 of the
ISCO-88 (COM)).
Technical staff
This staff category includes technicians and associate professionals (Staff Category 3 of the ISCO-88
(COM)).
Administrative staff
This staff category includes office and customer service clerks (Staff Category 4 of the ISCO-88
(COM)).
For detailed reference please find the Staff Categories 1-4 of the ISCO-88 (COM) on the following
page.
Staff categories according to the International Standard Classification of Occupations (ISCO-88
(COM))
STAFF CATEGORY 1
100 Legislators, senior officials and managers
110 Legislators and senior officials
111 Legislators and senior government officials
114 Senior officials of special-interest
organisations
120 Corporate managers
121 Directors and chief executives
122 Production and operation managers
123 Other specialist managers
130 Managers of small enterprises
131 Managers of small enterprises
STAFF CATEGORY 2
200 Professionals
210 Physical, mathematical and engineering
science professionals
211 Physicists, chemists and related
professionals
212 Mathematicians, statisticians and related
professionals
213 Computing professionals
214 Architects, engineers and related
professionals
220 Life science and health professionals
221 Life science professionals
222 Health professionals (except nursing)
223 Nursing and midwifery professionals
230 Teaching professionals
231 College, university and higher education
teaching professionals
232 Secondary education teaching professionals

STAFF CATEGORY 3
300 Technicians and associate professionals
310 Physical and engineering science associate
professionals
311 Physical and engineering science technicians
312 Computer associate professionals
313 Optical and electronic equipment operators
314 Ship and aircraft controllers and technicians
315 Safety and quality inspectors
320 Life science and health associate
professionals
321 Life science technicians and related associate
professionals
322 Health associate professionals (except
nursing)
323 Nursing and midwifery associate
professionals
330 Teaching associate professionals
331 Primary education teaching associate
professionals
332 Pre-primary education teaching associate
professionals
333 Special education teaching associate
professionals
334 Other teaching associate professionals
340 Other associate professionals
341 Finance and sales associate professionals
342 Business services agents and trade brokers
343 Administrative associate professionals
344 Customs, tax and related government
associate professionals
345 Police inspectors and detectives

233 Primary and pre-primary education teaching

professionals
234 Special education teaching professionals
235 Other teaching professionals
240 Other professionals
241 Business professionals
242 Legal professionals
243 Archivists, librarians and related information
professionals
244 Social science and related professionals
245 Writers and creative or performing artists
246 Religious professionals
247 Public service administrative professionals

346 Social work associate professionals

347 Artistic, entertainment and sports associate
Professionals
STAFF CATEGORY 4
400 Clerks
410 Office clerks
411 Secretaries and keyboard-operating clerks
412 Numerical clerks
413 Material-recording and transport clerks
414 Library, mail and related clerks
419 Other office clerks
420 Customer services clerks
421 Cashiers, tellers and related clerks
422 Client information clerks

Table 2: Maximum eligible daily rates for Subsistence costs

In cases where an NA decides to reduce subsistence rates this will only be applicable to that
particular NA and not across all the NAs (e.g. in a UK led project, if a Maltese partner travels to
Switzerland, they will still use the UK subsistence rates for Switzerland rather than the rates
established by the Maltese NA for Switzerland). So the UK subsistence rates will be inbuilt in the UK
e-Form.

6.

INSTRUCTIONS FOR THE FINANCIAL TABLES

1 Introduction
These instructions should be read in conjunction with:
the Lifelong Learning Programme Call for Proposals 2013.
the Lifelong Learning Programme Guide 2013 and with particular reference to the Financial
Provisions where you will find clear definitions of each category of costs.
During the selection process, independent experts will need to provide a score and a comment on
the coherence between the work packages and the budget and also the cost-effectiveness of the
overall approach. Applicants are therefore strongly advised to provide, where necessary, explicit
explanations of the costs presented, relating them where relevant to precise aspects of Work
Packages presented in Section D.4.1 of the Application Form. The Financial Tables should provide
clear and concise descriptions of expenditure.
2 General Description of the Financial Tables
The Financial Tables contain 6 different sheets that are listed below:
E.2. Staff
E.3. Travel and subsistence
E.4. Subcontracting
E.5. Equipment
E.6. Other costs
E.7. Expenditure & Revenue
Please be aware of the following restrictions and recommendations:

The Expenditure & Revenue table presents a summary of the financial data that you supply
and should be tackled after financial tables E.2 to 6 have been completed. This is because
some of the data entered into tables E.2 to 6 flow through into table E.7 automatically.
You can only enter data in light blue cells (sometimes with red border) which turn yellow and
orange when you click on them. Grey cells are protected so that its content cannot be
modified.
Certain validation checks are built into these tables in order to help applicants respect rules
and limitations that apply to some of the costs. The aim is to ensure that applicants present
correct, coherent and eligible budgets. The affected costs are:
o staff costs and subsistence costs - where ceilings i.e. maximum rates per country
apply
o equipment costs, subcontracting costs and indirect costs, which must not exceed a
predetermined proportion of the total direct costs.
Selecting the country for applicant (P0) and partners (P1, 2, ) in Section C of the Application
Form will result in an automatic input in the country column in table E.2, and your input will
be checked against the related staff rate maxima for that country. See also section 5 of this
supplement. If you enter daily rates for staff costs which surpass the ceilings you will get a
related error message.
8

All figures must be in euros. No currency symbol is required.

For monetary values you can use two decimals in the anglo-saxon style (f.e. 5.5). For the
other numbers (working and travel days, persons, items) only whole numbers are accepted:
no fractions or decimals may be used.
When entering values that are to be presented as percentages, it is not necessary to enter
the percentage symbol. This has already been incorporated in the cell formatting.
Table totals are displayed at the top of columns rather than at the foot.

3 Description of the different Tables

Table E.2. Staff

Each row P0, P1, P2 etc represents a Partner organisation in your consortium, including your own
organisation, and automatically corresponds with the Partner number allocation and the country
established by you in section C of the application form . You are not required to enter any partner
name or description details.
Staff costs for each partner are recorded in one row only. Where there is more than one partner
represented in a given country they have their own separate row (and the country concerned of
course appears more than once).
Real staff cost rates must be used. However, the costs per day may not exceed the maximum rates
as explained in section 5 of this supplement. If any staff cost figures you enter exceed these
maximum rates, the excess amount is not eligible for inclusion in the project budget. If applicants
enter a value exceeding the maximum rate for the category and country concerned, a pop-up
message will be displayed informing the applicant that the figure entered exceeds the maximum rate
for this staff category and that it has been reduced to the maximum allowed rate.
Where different salary levels apply to staff members working for the same partner and belonging to
the same staff category, an average amount per day/per category must be calculated and entered.
Only data for staff categories that will be working for the project should be supplied. Use only the
categories you need - it is not mandatory to present costs for each staff category.
The total number of working days must be consistent with the indications in the Work packages of
your application form (section D.4.1,)

Table E.3. Travel and Subsistence

Complete a row for each country-based event or activity that will incur travel and subsistence costs
for each partner separately. Subtotals per each partner will be calculated automatically. It is
important that partner numbers and country-based events correspond with the indications in the
work packages (section D.4.1).
Always provide the details of the purpose of the journey and select the country of destination
(mandatory fields) before entering the individual elements of the travel and subsistence costs. In the

table there are individual columns labelled 'a' to 'd'. As the experts will be checking for consistency
between the budget and the work packages, it is important that these descriptions relate clearly to
specific work packages in Section D.4.1 of the application form.
The daily subsistence cost per person 'c' may not exceed the maximum rates referred to in section 5
of this supplement. If applicants enter a value exceeding the maximum rate for the country
concerned (i.e. the maximum subsistence rates set by the NA of the country of the applicant), a popup message will be displayed informing the applicant that the figure entered exceeds the maximum
rate for this country and the application form will automatically reduce it to the maximum allowed.
The 'Purpose of the journey' field (mandatory field) gives you enough space to give a sufficiently
detailed description.
Please include in your budget an allowance for attendance at up to 2 project meetings per year. In
the life of a project, the National Agency might invite representatives of the partnership to attend
meetings for various reasons: briefings, monitoring meetings etc. The costs associated with these
meetings can be included in project budgets
Table E.4. Subcontracting
The 'Task description' field (mandatory field) gives you enough space to give a sufficiently detailed
description.
Subtotals per each partner will be calculated automatically.
The total subcontracting cost must not exceed 30% of the total direct costs of the project. If you
exceed this maximum, an error message will appear.
For your check , you will find in table E.7 in the column "Subcontracting" the indication by how many
percentage points you have exceeded the 30% threshold. You will have to revisit table E.4 and
reduce your figures accordingly.
If you proceed to the next table (E.5 Equipment) without reducing the figures for subcontracting, and
you start to fill in the next table, another error message on subcontracting will occurr.
If the partner number is not specified, you also get an error message when you press the "validate"
button.

Table E.5. Equipment

Each item of equipment or group of similar items (e.g. similarly-specified laptop computers) needs to
be described and justified in a separate row, and for each partner separately. Subtotals per each
partner will be calculated automatically.
Please note that the total equipment costs must not exceed 10% of the total direct costs of the
project. Should you exceed this maximum, an error message will appear. For your check , you will
find in table E.7 in the column "Equipment" the indication by how many percentage points you have
exceeded the 10% threshold. You will have to revisit table E.5 and reduce your figures accordingly.
If you proceed to the next table (E.6 Other costs) without reducing the figures for equipment, and
you start to fill in the next table, another error message on equipment will occurr. If you try to
proceed anyway an error message will occurr.

10

The number of items or similar items must be entered in the column labelled 'Number of items a'.
The cost per item must be entered in the column labelled 'Cost per item b'. If similar items have a
different unit cost, enter an average value.
The usage rate relates to the amount of time the equipment concerned will be used on the project. It
should be expressed as a percentage e.g. if it is to be used exclusively for the project, 100 should be
entered. If it is to be used half time on the project and half time for other work, 50 should be
entered.
The depreciation rate is the total depreciation rate based on the lifetime of the project. Applicants
therefore need to ensure that they consult with the financial department in the relevant partner
organisations to ensure that the budget tables reflect national conditions. Applicants can provide
explanations in section E.1, Details of budget calculation, of the Application Form.
An item is generally depreciated over 4 years (annual depreciation rate of 25%). In this case, if you
apply for a 1-year project, you should enter 25; if it's a 2-year project you should enter 50.
If the equipment is to be rented rather than purchased a fact that should be noted in the
justification field you should set the depreciation rate at 100.
You do not need to enter the percentage symbol as this will be added for you.
The 'Description' and 'Justification' fields are restricted to 2 500 characters each.
Table E.6. Other costs
Other costs should be used for all items that do not belong to any of the categories listed above, and
that for each partner separately. Subtotals per each partner will be calculated automatically.
Note: Do foresee a budget for the translation into the languages that are required for the projet
information that selected applicants have to enter into the ADAM data base, the project portal for
Leonardo da Vinci (English German, French).
Table E.7. Expenditure & Revenue
The grey cells of this summary table are automatically populated with the data per partner as
entered by the applicant in the tables E.2-6: Staff costs, Travel and subsistence, Subcontracting,
Equipment and Other costs.
Applicants must complete, for each partner separately, the following columns:
Indirect costs
Grant total
Partner's own funding
Other sources Amount
If the total of the partner amounts under Indirect costs exceed the threshold of 7% an error message
will occurr. If you try to proceed anyway an error message will occurr.
Ditto for Grant total if it exceeds the threshold of 75%.

11

4 Rules and thresholds to respect

The Project Acronym (in table E.7) is automatically filled in and corresponds to the one specified in
section B.2 of your Application Form
The column "Total direct costs" is automatically populated with the data per partner as entered by
the applicant in the tables E.2-6: Staff costs, Travel and subsistence, Subcontracting, Equipment and
Other costs.
Total Indirect costs for the project must not exceed 7% of total direct costs. Please note that the
column "Indirect costs" shows the total indirect costs and the indirect costs per partner, which can
be more than 7% at partner level. The 7% threshold is, however, checked at the level of the total
and not at the level of each partner. If an error message appears, applicants should reduce the
relevant amounts for individual partners until the total (grey fields) is reduced to 7% or less than the
total direct costs. The applicant organisation should indicate the same indirect costs percentage in
the application as is usually applied in the organisation for the calculation of indirect costs!
Applicants are expected to provide details of:
The value of the Community grant that is being requested for each participating partner
The value of each partner's own contribution
If applicable, the value of and specification for co-financing from other sources.
Community grant: as the grant is limited to 75% of the value of all eligible costs, applicants must
ensure that the 75% threshold is not exceeded. An error message will appear if the grant requested
exceeds 75% of the total costs (or if one of the thresholds is exceeded).
According to the principle of co-financing, the EU funding must be complemented by a contribution
from the partners and/or other sources. Where the project budget includes sources other than the
contribution made by partners, then these other sources must be identified in the mandatory "specification" field. Please ensure that the co-financing amount and specification relate to the
Partner for the row that is being completed. If more than one other source of financing needs to be
entered for the same partner, please specify the detail in section E.1 of the application form (Details
of budget calculations) and include a reference to the explanation in the table E.7 Expenditure and
Revenue in the column "Other sources Specification" (for example "See E.1") .
Your budget must always be balanced. If the total project expenditures are not totally covered by
the total project revenues, you will see that one or several percentages in the column "Total project
revenues" are below 100%. Therefore, please ensure that there is a balance betwen expenditure and
revenue on partner by partner basis.
As explained in the relevant sections above, error messages will appear if any of the pre-defined
thresholds in cost categories tables are exceeded and you will be able to check in table E.7 by how
many percentage points.
5 Checklist for correcting Error Messages
If any errors messages occur, please check the data again following the specific instructions provided
for each sheet.
If after entering all required data in the budget tables (E.2-6), there are still errorr messages or you
cannot validate, please proceed with the following mathematical checks:
Column "Total direct costs (A+B)": sum of total direct costs per partner must be the same as
the total direct costs for the project

12

 Column "2. Subcontracting": total costs for subcontracting (automatically filled in from table
E.4 'Subcontracting') cannot exceed 30% of the total direct costs of the project (in column
"Total direct costs (A+B)")
Column "3. Equipment": total costs for equipment (automatically filled in from table E.5
'Equipment') may not exceed 10% of the total direct costs of the project (in column "Total
direct costs (A+B)")
Column "Indirect costs": Total indirect costs may not exceed 7% of the total direct costs of
the project (in column "Total direct costs (A+B)")
Column "Community grant requested from LLP": the grant total may not exceed 75% of the
total project expenditures (in column "Total project expenditures")
Column "Total project expenditures": total project expenditures must be equal to the sum of
total requested Community grant + total partner's own funding + other sources of financing.

Note: The application form allows a marginal difference of not more than 1 between expenditure
and revenue per partner. Example: if each of 8 partners has a difference of less than 1 between
expenditure and revenue the total 'imbalance' between expenditure and revenue can be, say 7.9,
and you will nevertheless be able to validate. If the difference is more than 1 for one partner only,
you will not be able to validate.
The reason for this is that due to many calculations performed in the form (subsistence rates,
depreciation rates, usage rates etc.), and reportedly some of the applicants using other means of
calculating the budget (f.e. excel) having an accordance within 0.01 would be dangerous and could
make filling in the form very difficult due to possible rounding errors etc.

13

7. ELIGIBILITY CRITERIA FOR APPLICATIONS

1. Submission of the application according to the procedures laid down in
the Call for Proposals 2013, LLP Guide 2013, Part I, section 3.A.

YES

NO

2. Submission of the application on the official 2013 application form for

Multilateral Projects for Transfer of Innovation (on-line)

YES

NO

3. Application is also submitted in paper form.

YES

NO

4. Application is sent to the appropriate National Agency.

YES

NO

5. Compliance of the paper version with the deadline: 31st January 2013
(postmark date not later than this date).

YES

NO

6. Submission of the application in the working language of the

consortium.

YES

NO

7. Compliance with the minimum and maximum duration of projects.

YES

NO

8. Applicant organisation has the status of a legal body.

YES

NO

9. Compliance with the minimum number of eligible countries and

consortium members. The consortium must consist of members
originating from at least 3 countries, including at least 1 consortium
member from an EU Member State. European associations with
members established in several LLP participating countries who are
actively participating in the project shall be considered to fulfil the
requirement regarding the minimum number of countries, without
having to involve other bodies in the consortium.

YES

NO

10. Application includes the detailed budget.

YES

NO

11. Grant requested is indicated.

YES

NO

12. Total cost of the project is indicated.

YES

NO

13. Financial data are expressed in .

YES

NO

YES

NO

YES

NO

YES

NO

14. Application, including the Declaration of honour, is signed in original by

one person in the applicant organisation who is authorised to enter into
legally binding commitments.
15. Submission of letters of intent of at least the minimum number of
consortium members (see above), signed by persons in the partner
organisations who are authorised to enter into legally binding
commitments (a signed fax or scanned version can be accepted at
application stage provided that at contracting stage the originals are
available).
16. For private bodies with grant request exceeding EUR 60.000, a copy of
the official accounts for the most recent financial year for which the
accounts have been closed, should be attached to the application.

Not applicable

14